EVENTS COORDINATOR

JOB DESCRIPTION

Working in an industry that is constantly evolving and changing with market trends requires adaptability. The Sales Coordinator is a position that will work to keep all sales and operating procedures organized, well-timed and detail oriented. Because of the variable nature of the position, the successful event planner is a master of time management, flexibility, and interpersonal relations especially when handling with multiple clients and events simultaneously. It is important that you understand the expectation set by THE WILD THYME COMPANY’s Mission Statement, “The Wild Thyme Way”, Core Values “Passion for Food, Passion for Service” and “Words We Live By”.

You are to ensure that the following goals are met:

Event Production

Pre-Event

Accept handoff responsibility of clients for event production
Ability to fully operate an event from preliminary planning, to production, to execution
Request/place equipment rental orders, review and approve
Ensure that all documents related to a specific event are logged, filed and organized to utilize at any time during the planning process
Ensure that the photos from each tasting are uploaded into TPP event file
Prepare food signs for events or coordinate with graphic design for signs as needed

Operations

Prepare/communicate revisions to clients and internal departments
Act as liaison between sales department and culinary/operations teams
Attend weekly production meetings as required
Effectively translate contracted events into load lists and other production needs

Venues & Frequently Visited Sites

Stay up to date on TWTC venue policies, restrictions, and BOH/FOH set ups
Work closely with venue managers regarding event timing and set up
Develop floor plans and detailed setup instructions for each event


Client & Vendor Relations

Ability to act on behalf of the Wedding Sales Specialist when asked questions by clients
Ability to book/contract other outside vendors as needed
Conduct timely handwritten or email follow-ups post-event
Maintain good relations with current clients and potential relationships
Act as on-site liaison at events for clients, event manager and venue directors
Follow up with Wedding Sales Specialist to resolve client concerns

Sales Management

Support the Sales Specialist(s) activities for selling products and services to current and potential clients
Support action plans and schedules to achieve sales goals of Sales Specialist(s)

Financial

Manage/track client payments
Collect 2nd and 3rd (final payments) from clients
Responsible for post event analysis and final billing
Confirm actual server and labor hours and invoice client for any outstanding balance

Marketing Efforts

Export Total Party Planner email list monthly
Use Adobe Illustrator, Canva, or Word to create event signs and materials for specific events and themes
Assist with Client surveys
Manage photo library
Ability and willingness to attend events

Administrative

Answer phones/receive sales inquiries
Prepare and set up room for Sales Specialist meetings/tastings with potential clients
May lead and direct the work of others
Other duties as assigned
Handle some “House” sales accounts, including, but not limited to:

Everything But The Bird
Holiday Feast